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HomeMy WebLinkAboutTraffic Board RESOLUTION #420 REPORT OF COMMITTEE THE COMMITTEE ON PUBLIC SAFETY, to whom was referred the revisions to the Rules of Administrative Procedure adopted by the Traffic Board, REPORTS AS FOLLOWS : The Committee has reviewed the changes to the Board' s rules, which have been approved as to form by the City Attorney. The Committee recommends that the rules be received and placed on file, which gives them immediate effect under Section 5-105 . 8 of the Charter. Signed: Sandy Allen Tony Benavides Mark Canady BY COUNCILMEMBER ALLEN: That the report of the Committee be adopted. Carried unanimously I CITY OF LANSING TRAFFIC BOARD RULES OF ADMINISTRATIVE PROCEDURE The following Rules of Administrative Procedure are adopted by the City Traffic Board (hereinafter referred to as Board) to facilitate the performance of its duties and the exercising of its responsibilities, in its advisory capacity, as set forth in Article 5.105 and 5.106 of the 1978 City Charter, annex hereto. SECTION 1.0 OFFICERS 1 .1 SELECTION The Board shall, at the June meeting, elect from among the voting members, a Chairperson and a Vice Chairperson. An officer of the board shall not hold the same elected office for more than two consecutive years. The Transportation Engineer shall be the Secretary of the Board. In event of his/her absence, the Transportation Engineer shall appoint a member of his/her staff as a secretary designee. 1.2 TENURE The Chairperson and Vice Chairperson shall take office at the July meeting following their selection and shall hold office for a term of one year or until their successors are elected and assume office. 1.3 DUTIES OF THE BOARD The Board shall perform the duties and activities set forth in Section 5-106 of the 1978 City Charter. 1 .4 DUTIES OF THE CHAIRPERSON AND VICE CHAIRPERSON A. The Chairperson shall preside at all meetings and perform such other duties as may be ordered by the Board. B . The Chairperson may appoint such standing and special committees necessary to make an effective administrative and progressive body of this Board and to expedite certain functions of the Board. C. The Vice Chairperson shall act in the capacity of the Chair-person in his/her absence; and, in the event the office of the Chairperson becomes vacant, the Vice Chairperson shall succeed to this office for the unexpired term and the Board shall select a successor to the office of the Vice Chairperson for the unexpired term. The Vice Chairperson shall enforce the three (3) minute rule for public comment at the Board meetings, per Section 3.7.3. D. The Chairperson shall be an ex-officio member of all commit-tees. The Transportation Engineer shall be an ex-officio member of all committees. APPROVED AS TO FORA ONLY CM ATTORNEY Traffic Board 02/09/94 Rules of Administrative Procedure Page 2 SECTION 2.0 DUTIES OF THE SECRETARY 2.1 MINUTES A. The Secretary shall be responsible for maintaining the minutes of the Board meetings and shall have them available in suitable volumes. Proposed minutes shall be available for public inspection no later than eight (8) business days after the meeting to which the minutes refer. Approved minutes shall be available for public inspection not later than five (5) business days after the meeting at which the minutes are approved. Copies of the proposed minutes shall be distributed to all voting Board members prior to the meeting at which they will be considered for approval. B . The minutes of the Board meeting shall be filed in the office of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk. 2.2 RECORDS The Secretary shall be responsible for keeping a record of all of the Board's transactions. 2.3 COMMUNICATIONS, PETITIONS AND REPORTS All communications, petitions and reports shall be addressed to the Board and delivered or mailed to the Secretary. SECTION 3.0 MEETINGS 3.1 GENERAL All meetings of the Board shall be conducted in accordance with the applicable provisions of the "Open Meetings Act of 1976," Public Act 267 of 1976, as amended. 3.2 REGULAR MEETING Meetings of the Board will be held the second Wednesday of every month at 6:00 p.m. in the City Council Conference Room on the tenth floor of City Hall and at such other times and places as designated by the Board at a regular meeting. The Secretary may reschedule regular meetings as necessary to assure a quorum or to avoid conflict with other meetings. 3.3 SPECIAL MEETINGS Special meetings may be called at the request of the Chairperson or of five (5) members of the Board. At least eighteen (18) hours before the meeting, the Secretary shall give public notice of the meeting and shall cause each Board member to be served personally with a notice of the meeting or shall cause the notice to be left at the usual place of residence of the Board member. No business APPROVED AS TO FORM ONLY Traffic Board 02/09/94 Rules of Administrative Procedure Page 3 shall be transacted at any special meeting except that stated in the notice of the meeting. Notwithstanding the foregoing requirements for the calling of special meetings, any special meeting of the Board shall be a legal special meeting if all members are present or in the event that any member or members be absent, if all absent members have in writing, waived the requirements that notice be given; provided that a quorum is present. 3.4 PUBLIC All regular and special meetings, hearings, records of the Board, its resolutions, transactions, findings and determinations, as well as acts shall be open to the public, except as otherwise provided by law. The public shall have a reasonable opportunity to be heard at all Board meetings open to the public. The name and address of each person addressing the Board will be recorded. 3.5 QUORUM A. Five (5) members present shall constitute a quorum for the transaction of business, and concurring vote of five (5) members of the Board shall be necessary for official action. Any amendment to a motion is by majority vote of the members present. B . Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day or may meet as a Committee of the Whole for the purpose of considering such matters as are on the agenda. No action taken at such a meeting shall be final or official. 3.6 ATTENDANCE A. A Board member shall be a regular in attendance. In the event a Board member is absent from three (3) consecutive regular meetings or twenty- five percent (259.) of all meetings in any 12 month period, any Board member may ask that subject member explain his/her absences. After hearing the explanation, any member may move to excuse, warn, or recommend replacement of the subject member. Upon the requisite number of votes of the Board, the Board shall recommend to the Mayor the removal of the subject Board member. B. Such procedures shall not prohibit a member voluntarily re-signing from the Board. C. Following the roll call of Board members at any meeting, the Chairperson shall-ask-if members-had-requested that their-absence be excused. The Transportation Engineer or any member of the Board will relate to the Board any such request made to them and the reasons for that re-quest. A motion to excuse or not excuse that member shall be approved by a concurring vote of five (5) members present. APPROVED AS TO FOR ONL"-"' CrfYATTeRNU Traffic Board 02/09/94 Rules of Administrative Procedure Page 4 3.7 ORDER OF BUSINESS Agenda: The Secretary shall prepare an agenda for meeting, and provide a copy to each Board member five or more days in advance of each regular meeting. 1. Call to Order a. Roll Call b. Excused Absences 2. Approval of Minutes 3. Public Comment on Agenda Items The public may comment on any of the following items listed on the agenda: Communications and petitions, Reports from the Secretary, Action Items and Informational Items. (Time limit: three (3) minutes per speaker) 4. Communications and Petitions 5. Reports From the Secretary 6. Action Items a. Staff Presentation b. Board Questions C. Board Action 7. Tabled Items 8. Informational Items 9. Old Business 10. New Business 11 . Items for the Suspension of the Rules 12. Public Comment on Non-agenda Items 13. Adjournment 3.8 MOTIONS Motions shall be restated by the Chairperson before a vote is taken. The names of the persons making the motion and its second shall be recorded. APPROVED AS TO FORM ONLY ORMY ��lA Traffic Board 02/09/94 Rules of Administrative Procedure Page 5 3.9 VOTING Voting shall be recorded by verbal yeas and nays, unless other-wise ordered by the Chairperson. Every member present shall vote unless disqualified due to a conflict of interest. 3.10 NOTIFICATION OF THE BOARD ACTION A copy of the letter notifying the Mayor and City Council of action taken by the Board will be sent to the originators of a request for the Board to study a particular item. 3.11 PARLIAMENTARY PROCEDURE In all matters of procedure, not covered by these Rules or by the provisions of the City Charter, the provisions of "Robert's Rules of Order, Revised" shall control, with the exception that the Chairperson shall have a vote. SECTION 4.0 AMENDMENTS TO RULES OF ADMINISTRATIVE PROCEDURE 4.1 AMENDMENTS Amendments to the Rules of Administrative Procedure may be initiated by any member of the Board at any regular meeting and voted upon at the next regular meeting. All Board members must be notified of such amendments by mail at least five (5) days before the amendment is to be voted upon. The affirmative vote of five (5) members present shall be required to amend the Rules of Administrative Procedure. 4.2 SUSPENSION OF RULES It shall require the vote of five (5) members present of the Board to suspend the Rules of Administrative Procedure. Approved as to form only: James D. Smiertka, City Attorney 01-12-77 03-26-87 09-11-91 02-09-94 CITY CHARTER REFERENCES ARTICLE 5.105 - ORGANIZATION OF BOARDS; RULES OF PROCEDURE. .1 Each board shall organize itself for the conduct of its business and select its own officers, including a secretary who shall take the minutes of the board meetings. .2 Each board shall adopt its own rules of procedure consistent with this charter. .3 The rules shall state the schedule of the regular board meetings. The schedule shall not conflict with regular meetings of the City Council. .4 The rules shall require that public notice of all meetings shall be given in the manner provided by statute for meetings of public bodies. .5 The rules shall require that the public have a reasonable opportunity to be heard at all regular meetings of the board. .6 All board meetings shall be required to be open to the public to the same extent as meetings of the City Council. .7 The rules shall define the extent to which nonattendance at meetings may be ground for removal from office. .8 All rules of procedure shall be submitted to the City attorney for approval as to form. The rules shall then be submitted to the City Clerk for transmission to the City Council. The rules shall be effective at the conclusion of the Council meetings at which they are received, unless the Council directs otherwise. .9 The Council may object to the rules in whole or in part and may return them to the board, proposing their adoption with a statement of objections and recommendations. .10 The minutes of all board meetings shall be filed in the office of the Clerk as a public record. No official action taken by any board at any meeting shall be valid or effective until a copy of the minutes at which the action was taken is filed with the Clerk. 1 CITY CHARTER REFERENCES .11 Members of advisory boards shall serve without compensation, but the City Council may authorize the payment of the actual and necessary expenses of board members. ARTICLE 5-106 ADVISORY BOARD FUNCTIONS. .1 Each advisory board shall at its regular meetings review the progress and planning of the head of the agency it serves to insure that all activities are in accordance with City policy. Each board may propose changes in agency operations for the purpose of making its program more effective. .2 Proposed policies and programs or changes in existing policies and programs requiring Council action shall be submitted by an agency head to the appropriate advisory board prior to submission to the Mayor and Council for action. The advisory board's written recommendations concerning the proposals shall be submitted to the Mayor along with the agency's proposal. When the Mayor submits the proposal to the Council for action, the board's recommendations shall also be transmitted to the Council along with that of the Mayor. .3 An agency's budget material, including capital improvement proposals, shall be submitted to the advisory board before submission to the Mayor and the board's written recommendations shall be submitted to the Mayor along with the agency's recommendations. The Mayor shall transmit the board's recommendations to the Council along with budget material for that agency. .4 Each advisory board shall, prior to December 1, prepare a written report evaluating the effectiveness and analyzing the status and priorities for services and activities of the agency it advises. Copies thereof shall be filed with the Mayor, the Council and the Clerk. .5 Each advisory board may develop its own proposals for new or altered policies and programs and transmit these to the Mayor and City Council. .6 Each City officer who directs an agency or activity within the scope of an advisory board shall attend all of its meetings and supply necessary secretarial services. 2 RESOLUTION #619 REPORT OF COMMITTEg-,, THE COMMITTEE ON GENERAL SERVICES, to whom was referred the proposed amendments to the Lansing Traffic Board' s Rules of Administrative Procedure, REPORTS AS FOLLOWS : The Committee has reviewed the changes to the Traffic Board' s Rules with Board Secretary David Berridge . The revisions were adopted by the Board on September 11, 1991, then reviewed and approved as to form by the City Attorney on September 24, 1991 . The Committee recommends that the revised Rules be received and placed on file, which invokes the Charter provision that the Rules automatically become effective . Signed: Charles Ford Alfreda Schmidt Robert Brockwell By Councilmember Ford Carried unanimously BY COUNCILMEMBER FORD : That the report of the Committee be adopted. j , of CITY OF LANSING TRAFFIC BOARD RULES OF' ADMINISTRATIVE PROCEDURE The following Rules of Administrative Procedure are adopted by the City Traffic Board ( hereinafter referred to as Board) to facilitate the performance of its duties and the exercising of its responsibilities , in .its advisory capacity, as set forth in Article 5 . 105 and 5 . 106 of the 1978 City Charter, annex hereto . SECTION 1 . 0 OFFICERS 1 . 1 SELECTION The Board shall , at the June meeting, elect from among the voting members, a Chairperson and a Vice Chairperson . An officer, of the board shall not hold the same elected office for more than two consecutive years . The Transportation Engineer shall be the Secretary of the Board. In event of his/her absence, the Transportation Engineer shall appoint a member of his/her staff as a secretary designee. 1 . 2 TENURE The Chairperson and Vice Chairperson shall take office at the July meeting following their selection and shall hold office for a term of one year or until their successors are elected and assume office. 1 . 3 DUTIES OF THE BOARD The Board shall perform the duties and activities set forth in Section 5-106 of the 1978 City Charter. 1 . 4 DUTIES OF THE CHAIRPERSON AND VICE CHAIRPERSON A. The Chairpes-on_sha_1.1_pr_e-s_ide_a_t_alrl-mee-tings-a-n-d-pe-r-f-o-r-m-such other duties as may be ordered by the Board. B. The Chairperson may appoint such standing and special Traffic Board September 11 , 1991 4f Rules of Administrative Procedure Page 2 committees necessary to make an effective administrative and progressive body of this Board and to expedite certain functions of the Board . C. The Vice Chairperson sha.11 act in the capacity of the Chair- person in his/her_ absence; and, in the eveirE the office of the Chairperson becomes vacant, the Vice Chairperson shall succeed to this office for the unexpired term and the Board shall select a successor to the office of the Vice Chairperson for the unexpired term. The Vice Chairperson shall enforce the three ( 3) minute rule for public comment at the Board meetings , per Section 3 . 7 . 3 . D. The Chairperson shall be an ex-officio member of all commit- tees . The Transportation Engineer shall be air ex-officio member of all committees . SECTION 2 . 0 DUTIES OF THE SECRETARY 2 . 1 MINUTES ' A. The Secretary shall be responsible for maintaining the minutes of the Board meetings and shall have them available in suitable volumes . Proposed minutes shall be available for public inspection no later than eight ( 8) ,business days after the meeting to which the minutes refer. Approved minutes shall be available for public inspection not later than five ( 5) business days after the meeting at which the minutes are approved . Copies of the proposed minutes shall be distributed to all voting Board members prior to the meeting at which they will be considered for approval . B. The minutes of the Board meeting shall. be filed in the office of the City Clerk as a public record and no official action taken by the Board at any meeting shall be validated or effective until a copy of the minutes of the meeting at which such action was taken is filed with the City Clerk . 2 . 2 RECORDS The Secretary shall be responsible for keeping a record of all of Traffic Board September 11 , 1991 1, Rules of Administrative Procedure Page 3 the Board ' s transactions . 2 . 3 COMMUNICATIONS, PETITIONS AND REPORTS All communications , petitions and reports shall be addressed to the Board and delivered or mailed to the Secretary. SECTION 3 . 0 MEETINGS 3 . 1 GENERAL All meetings of the Board shall be conducted in accordance with the applicable provisions of the "Open Meetings Act of 1976 , " Public Act 267 of 1.976 , as amended . 3 . 2 REGULAR MEETING Meetings of the Board will be held the second Wednesday of every month at 7 : 00 P .M. in the City Council Conference Room on the tenth floor of City Hall and at such other times and places as designated by the Board at a regular meeting . The Secretary may reschedule regular meetings as necessary to assure a quorum or to avoid conflict with other meetings . 3 . 3 SPECIAL MEETINGS Special meetings may be called at the request of the Chairperson or of five ( 5 ) members of the Board. At least: eighteen ( 18 ) hours before the meeting, the Secretary shall give public notice of the , meeting and shall cause each Board member to be served personally with a notice of the meeting or shall cause the notice to be left at the usual place of residence of the Board member. No business shall be transacted at any special meeting except that stated in the notice of the meeting . Notwithstanding the foregoing requirements for the calling of special meetings , any special meeting of the Board shall be a legal special meeting if all members are present- or in the event that any member or members be absent, if all absent members have in writing, waived the requirements that notice be given; provided that a quorum .is present . Traffic Board September 11 , 1991 Rules of Administrative Procedure Page 4 3 . 4 PUBLIC All regular and special meetings , hearings , records of the Board, its resolutions , transactions , findings and determinations , as well as acts shall be open . to the public, except as otherwise provided , by law. The public shall have a reasonable opportunity to be heard at all Board meetings open to the public . The name and address of each person addressing the Board will. be recorded . 3 . 5 QUORUM A. Five ( 5 ) members present shall constitute a quorum for the transaction of business , and concurring vote of five ( 5 ) members of the Board shall be necessary for official. action. Any amendment to a motion is by majority vote of the members present. B. Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day or may meet as a Committee of the Whole for the purpose of considering such matters as are on the agenda. No action taken at such a meeting shall be final or official . 3 . 6 ATTENDANCE A. A Board member shall be a regular in attendance. In the event a Board member is absent from three ( 3 ) consecutive regular meetings or twenty-five percent ( 25% ) of all meetings in any 12 month period, unless such absences are excused, any Board member may ask that subject member explain his/her absences . After hearing the explanation, any member may move to excuse, warn, or recommend replacement of the subject member . Upon the requisite number of votes of the Board, the Board shall recommend to the Mayor the removal of the subject Board member. B. Such procedures shall. not prohibit a member voluntarily re- signing from the Board . C . Following the roll call of Board members at any meeting, the Traffic Board September 11 , 1991 ! Rules of Administrative Procedure Page 5 Chairperson shall ask if any of the absent members had requested that their absence be excused. The Transportation Engineer or any member of the Board will relate to the Board any such request made to them and the reasons for that re- quest . A motion to excuse or not excuse that member shall be approved by a concurring vote of five ( 5 ) members present. 3 . 7 ORDER OE' BUSINESS Agenda: The Secretary shall prepare an agenda for meeting, and provide a copy to each Board member five or more days in advance of each regular meeting . 1 . Call to Order a. Roll. Call b. Excused Absences 2 . Approval of Minutes 3 . Public Comment on Agenda Items The public may comment on any of the following items listed on the agenda : Communications and petitions, Reports from the Secretary," Action Items and Informational Items . (Time limit : three ( 3) minutes per speaker) 4 . Communications and Petitions 5 . Reports From the Secretary 6 . Action Items a . Staff Presentation b. Board Questions C . Board Action Traffic: Board September 11 , 1991 Rules of Administrative Procedure Page 6 7 . Tabled Items 8 . Informational Items 9 . Old Business 10 . New Business 11 . Items for the Suspension of the Rules 12 . Public Comment on Non-agenda Items 13 , Adjournment 3 . 8 MOTIONS Motions shall be restated by the Chairperson before a vote is taken. The names of the persons making the motion and its second shall be recorded . 3 . 9 VOTING Voting shall be recorded by verbal yeas and nays , unless other-wise ordered by the Chairperson. Every member present shall vote unless disqualified due to a conflict of interest. 3 . 10 NOTIFICATION OF THE BOARD ACTION A copy of the letter notifying the Mayor and City Council of action taken by the Board will. be sent to the originators of a request for the Board to study a particular item. 3 . 11 PARLIAMENTARY PROCEDURE In all matters of procedure, not covered by these Rules or by the . provisions of the City Charter, the provisions of "Robert ' s Rules of Order, Revised" shall control , with the exception that the ---Chairperson s-haAA have—a vote . SECTION 4 . 0 AMENDMENTS TO RULES OP' ADMINISTRATIVE PROCEDURE Traffic Board September 11 , 1991 Rules of. Administrative Procedure Page 7 4 . 1 AMENDMENTS Amendments to the Rules of Administrative Procedure may be initiated by any member of the Board at any regular, meeting and voted upon at the next regular meeting . All Board members must be notified of such amendments by mail at least five ( 5 ) days before the amendment is to be voted upon . The affirmative vote of five ( 5 ) members present shall be required to amend the Rules of Administrative Procedure . 4 . 2 SUSPENSION OF RULES It shall require the vote of five ( 5 ) members present of the Board to suspend the Rules of Administrative Procedure. Approved as to form only: Alvan P. Knot, City Attorney 01-12-77 03-26-87 09-11-91 CITY CHARTER REFERENCES ARTICLE 5 . 105 - ORGANIZATION OF BOARDS ; RULES OF PROCEDURE . . 1 Each board shall organize itself: for the conduct of its business and select its own officers , including a secretary who shall take the minutes of the board meetings . 2. Each board shall adopt its own rules of procedure consistent with this charter. 3 The rules shall state the schedule of the regular board meetings . The schedule shall not conflict with regular meetings of the City Council . . 4 The rules shall require that public notice of all meetings shalt be given in the manner provided by statute for meetings of public bodies . . 5 The rules shall require that the public have a reasonable opportunity to be heard at all regular meetings of the board. ' . 6 All board meetings shall be required to be open to the public to the same extent as meetings of the City Council. . . 7 The rules shall define the extent to which nonattendance at meetings may be ground for removal from office . . 8 All rules of procedure shall be submitted to the City attorney for approval as to form. The rules shall then be submitted to the City Clerk for transmission to the City Council . The rules shall be effective at the conclusion of the Council meetings at which they are received, unless the Council directs otherwise . . 9 The Council may object to the rules in whole or in part and may return them to the board, proposing their adoption with a statement of objections and recommendations . 10 The minutes of all board meetings shall be filed in the . of_f_is e of the�CLer_k aa--a ptdzLic record . No official action taken by any board at any meeting shall. be valid or effective until a 1 APPP�, '^,ILY ciiv nri onidev CITY CHARTER RrFERENCES copy of the minutes at which the action was Laken is filed with the Clerk . . 1. 1 Members of advisory boards shall serve without- compensation , but: the City Council may authorize the payment of the actual and necessary expenses of board members . AR'1'ICI,L 5-1.06 ADVISORY ROAPO FUNCTJONS . l Each advisory board shall at: Its regular meetings review the progress and planning of the head of the agency it serves to insure that all activities are in accordance with City policy . Each board may propose changes in agency operations for the purpose of making its program more effective . . 2 Proposed policies and programs or: changes I.n existing policies and programs requiring Counci.l action shal.l be submitted by an agency head to the appropriate advisory board prior to submission to the Mayor and Council for action . The advisory board ' s written recommendations concerning the proposals shall be submitted to the Mayor along with the agency ' s proposal . When the Mayor submits the proposal to the Council for action, the board ' s recommendations shall also be transmitted to the Council along with that of the Mayor . . 3 An agency ' s budget material , including capital improvement proposals , shall be submitted to the advisory board before submission to the Mayor and the board ' s written recommendations shall be submitted to the Mayor along with the agency ' s recommendations . The Mayor shall transmit the board ' s recommendations to the Council along with budget material for that agency . . 4 Each advisory board shall , prior. to December 1 , prepare a written report evaluating the effectiveness and analyzing the status and priorities for services and activities of the agency it advises . Copies thereof shall be filed with the Mayor, the Council and the Clerk . .� Ga-�h-a-d-v-is-o-r-y-boa-r-d-nra-y-c3ev-elolr-i-t:Town-lrr-olros�-15For�new 2 APPP"Fn n Tn r r)n,n PII_Y C&w - -- CITY ATTORNEY CITY CHARTER REFERENCES or altered policies and programs and transmit these to the Mayor and City Council . . 6 Each City officer who directs an agency or activity within the scope of an advisory board shall attend all of its meetings and supply necessary secretarial services . C� J. LJ)IL N I 1 UiinH7 3